Academic Regulations

The Semester System
The Technical College year is divided into two periods of approximately 15 weeks each, known as the Fall and Spring Semester, and a Summer term of approximately 8 weeks. New courses are begun each term; hence, it is possible for students to enter the Technical College at the beginning of any semester or term.

Semester Hours Of Credit
Credit in courses is expressed in semester hours. Credit hour: consistent with the definitions in the regulations of the U.S. Department of Education guidance to institutions and accrediting agencies published on October 29, 2010, a credit hour is: “an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than:
1. One hour of classroom or direct faculty instruction and a minimum of two hours out of class student work each week for approximately fifteen weeks for one semester […] or the equivalent amount of work over a different amount of time, or
2. At least an equivalent amount of work as required outlined in item 1 above for other academic activities as established by the institution including laboratory work, internships, practicals, studio work, and other academic work leading to the award of credit hours.

Registration
Registration for classes is held before the beginning of each term. Students are notified of these dates. During the registration period, students must see their advisors for assistance in completing class schedules and must go to the Business Office/Financial Aid Office to pay tuition and fees. New students are notified by mail to register on specific dates.

Academic Advisement
Academic advisors are assigned to new students. Advisors assist students in making course selections and planning their overall programs of study.

Change of Program (Diploma to Degree)
A student who desires to change from diploma status to degree status should consult with his or her program advisor. The Change of Program form, which can be obtained in the Student Affairs office, must be completed and the student must meet degree admissions requirements. Changes must be made prior to the effective term. The student must also consult with the Financial Aid Office about the change.

Program Transfer
Students who transfer from one diploma/degree/certificate program to another diploma/degree/certificate program within the College will be given full credit for all courses common to both programs. The procedure for a transfer to another program is as follows:
1. Complete a Change of Program form in the Student Affairs Office.
2. Meet all admission requirements for the new program.
3. Have change approved by the Director of Admissions.
4. The student must inform the Financial Aid Office of the change.

Full-Time
Students must register for 12 or more credit hours to be considered fulltime and to receive financial aid as a full-time student.

Grade Reporting
Grade reporting will be completed immediately following the end of each term. Students may view their grades through the Banner Web system.

The following grading system is in effect at South Georgia Tech.
A = 90 - 100 = 4 Quality Points
B = 80 - 89 = 3 Quality Points
C = 70 - 79 = 2 Quality Points
D = 60 - 69 = 1 Quality Point
F = 0 - 59 = 0 Quality Points
I = Incomplete
EX = Exempt (Not Computed in Quality Point Average)
KA = Unofficially Withdrawal
IP = In Progress
TR = Transfer Credit (Not Computed in Quality Point Average)
WF = Withdrew Failing = 0 Quality Points
(Computed in Quality Point Average)
WP = Withdrew Passing (Not Computed in Quality Point Average)
W = Withdrew Class
(Not Computed in Quality Point Average)
AU = Audited
AC = Articulation

Learning Support courses are graded on an A* through F* scale. These grades are not used in calculating a student’s grade point average.

An “I” assigned at the end of the semester must be removed by mid-term (38th class day) of the following term. If the “I” is not removed, the grade will be changed to an “F”.

The grade point average is computed by multiplying the credit hours assigned a course by the quality points earned. The sum of the quality points divided by the total number of credit hours attempted produces the grade point average. This average is printed at the bottom of each term grade report. Only grades of C (70) or higher will count toward graduation. A grade of D (60-69) is not passing and the course must be repeated in order to receive credit.

Graduation Grade Point Average
The graduation grade point average is calculated using only those courses required for graduation. (For example, if a student took classes in Welding, but is graduating in Cosmetology, then the Welding classes are not
calculated in the GPA for graduation.) A 2.00 GPA is needed for graduation.

The Semester Grade Point Average
The semester GPA is that average calculated based on all credit courses taken each term. The semester grade point average is used for determining the President’s List.

The Cumulative Grade Point Average
The cumulative GPA is that grade point average calculated on all attempts at all credit courses taken at the institution. It is recalculated after each term to include the current term’s grade(s).

Neither transfer credit (from another institution) nor Exemption credit (earned at SGTC) are calculated in the GPA. Work ethics grades are not used in calculating GPA.

Academic Probation and Suspension
Academic probation is a warning to the student that an improvement in grades must be made to remain as a student of SGTC.

A student who does not maintain a 2.00 Grade Point Average (GPA) for all courses taken during a term will be placed on academic probation. A student placed on academic probation must earn a 2.00 GPA the following term to remain enrolled. A student who does not meet the GPA of 2.00 at the end of the term while on academic probation may be terminated from school for one term. When the student returns after the term of academic suspension, he/she remains on probation and must successfully complete that term with a 2.00 GPA.

Students are notified of the academic status by their grade reports on Banner Web each term.

Work Ethics
A Work Ethics grade (0,1,2 or 3) will be given each term for all credit courses. The term’s Work Ethics grades, which remain separate from academic grades, will not affect the academic grade point average (GPA) of a student. The Work Ethics grade(s) can be viewed on the grade report through the BannerWeb system.

Evaluation of student work ethics uses a rating scale based upon a definition of the expected behavior of a good employee. Points are assigned to evaluate work ethics traits as follows:
Exceeds Expectations = 3 points
Meets Expectations = 2 points
Needs Improvement = 1 point
Unacceptable = 0 points

The Work Ethics grade is designed to evaluate and encourage good work habits. Performance factors and indicators include, but are not limited to, quality of work, ability to follow instructions, productivity, dependability, honesty, reliability, attendance and punctuality, attitude, integrity, enthusiasm, interpersonal skills, and initiative.

Academic Honesty
SGTC is strongly committed to maintaining and developing a high standard of work ethic. For this reason, the College condemns academic dishonesty, including, but not limited to the following: cheating, plagiarism or other appropriation of other’s work as your own, and falsifying records or assignments.

Discipline for academic dishonesty involving work in a specific course shall be determined by the instructor of that course. The discipline may include failure of the assignment or project, or it may include failure of the course.

Academic Freedom Policy and Procedure
A. Policy: South Georgia Technical College supports the concept of academic freedom. In the development of knowledge, research endeavors, and creative activities, faculty and students must be free to cultivate a spirit of inquiry and scholarly criticism. Faculty members are entitled to freedom in the classroom regarding discussion of their course information. Caution must be used not to introduce ideas and materials unrelated to the course. Faculty and students must be able to examine ideas in an atmosphere of freedom and confidence and to participate as responsible citizens in community affairs. Faculty members must fulfill their responsibilities to society and to their profession by manifesting competence, professional discretion, and good citizenship. They will be free from institutional censorship or discipline, when speaking or writing as citizens. As professional educators, faculty members must be accurate, exercise appropriate restraint, show respect for the opinions of others, and make every effort to indicate they are not speaking for the institution.
The principles of academic freedom shall not prevent the institution from making proper efforts to ensure the best possible instruction for all students in accordance with the objectives of the institution.
B. Procedure: South Georgia Technical College supports the concept of academic freedom. Faculty and students are free to cultivate a spirit of inquiry and scholarly criticism in the classroom. Faculty and students are able to examine ideas in a learning atmosphere of freedom and confidence.
To ensure academic freedom, any faculty member who believes his/her academic freedom has been violated may follow the Employee Grievance Procedure outlined in the Employee Handbook. Any student who believes his/her academic freedom has been violated may follow the Grievance Appeal Procedure for students outlined in the Student Handbook and Catalog.

Academic Grade Appeal Procedure
Students have the right to question any academic grade he/she feels is incorrect. All questions must be directed to the instructor involved. The instructor should provide an adequate explanation and documentation (if applicable) for the grade received. If a student is not satisfied with the results reached in the above procedure, he/she may appeal as follows no later than the last day of class of the following term:
1. Submit, in writing, a complete description of the complaint (see our website for the Student Grievance/Complaint form and submit through the website). The complaint will be routed to the appropriate Dean for Academic Affairs. Within fifteen (15) working days, the Dean for Academic Affairs shall investigate the grievance. The results and recommendations of the investigation will be reported, in writing, to the student, the instructor, and the Vice President for Academic Affairs; a copy of the results will also be filed in the student’s folder in the instructor’s office and in the Registrar’s Office.
2. If satisfactory results are not reached when the above steps have been taken, the student may submit, in writing within five working days, a complete description of the complaint to the Vice President for Academic Affairs, Room 104, Odom Center. Within fifteen (15) working days, the Vice President for Academic Affairs shall investigate the grievance. The results and recommendations of the investigation will be reported, in writing, to the student, the instructor, and the Dean for Academic Affairs; a copy of the results will also be filed in the student’s folder in the instructor’s office and in the Registrar’s office.
3. If the student does not agree with the decision of the Vice President for Academic Affairs, the decision may be appealed within five working days to the President, Pope Center Room 116. The President has 15 working days to respond. The decision of the President is final.

President’s List
To qualify for the President’s List, a student must be enrolled for 12 or more credit hours, be a regular-admitted student, be in a diploma or degree program, and have a 4.00 GPA for that term’s work. The President’s List will be published in the SGTC Flight Plan.

Attendance & Withdrawal Policy
The educational programs at SGTC reflect the requirements and standards that are necessary for future successful employment in business and industry. Students are expected to be punctual and attend all classes for which they are registered. For purposes of federal Title IV financial aid, South Georgia Technical College does not require attendance. Any attendance requirements for specific courses will be stated in the course syllabus. The U.S. Department of Education requires institutions to be able to demonstrate that federal aid recipients established eligibility for federal aid by participating in academic related activities for all enrolled course work.

Academic activity includes completing activities such as submitting assignments, taking exams/quizzes, interactive tutorials, in-class academic activity, or computer-assisted instruction, and more. Students enrolled in online courses are expected to participate in the online class by completing assignments, contributing to online discussions, and/or initiating contact with a faculty member for assistance and/or tutoring. Logging into the online class does not establish student enrollment and academic activity in the course. Students must establish enrollment and course academic activity each semester before financial aid funds are disbursed. Student attendance and/or academic activity will be monitored for the first ten (10) calendar days of each term. To remain on the class roster, all enrolled students are required to attend at least one class session during the first ten (10) calendar days of each term.

No Show Status
Instructors will monitor academic activity through the first ten (10) calendar days of each academic term. Students who have no academic activity in at least one class session will be reported as a ‘No Show’ for the
course and if applicable, tuition will be adjusted, and financial aid reduced accordingly.

Refunds
To receive a 100% refund, the student must submit a drop form to the Registrar’s Office via the online link found on the Registrar’s page on the SGTC website by the close of business on the tenth business day of the term.

Students who withdraw from a course after the end of the tenth business day of the term shall receive a grade of ‘W’ and shall receive no refund of tuition and fees. No drops will be processed after the W period ends, which is two weeks before the end of the semester. In instances where students are administratively dropped from the course(s) because of nonpayment, the student must contact their instructor to request reinstatement. Reinstatement is not guaranteed.

Official Withdrawal
Students who wish to officially withdraw from an individual course(s) but remain enrolled in other courses the student must submit a drop form to the Registrar’s Office via the online link found on the Registrar’s page on the SGTC website.

Students who would like to officially withdraw from all courses are strongly encouraged to consult with their Academic Advisor and the Financial Aid Office prior to withdrawing. Withdrawing from a course may negatively impact their academic status, financial aid eligibility and account balance. The student’s official withdraw date will be the date the student initiates the withdrawal with the College. A student who wishes to withdraw from all courses must submit a drop form to the Registrar’s Office via the online link found on the Registrar’s page on the SGTC website. No withdrawals will be processed after the W period ends, which is two weeks before the end of the semester.

South Georgia Technical College is required to determine the amount of earned and unearned portions of financial aid as of the date the student ceased attendance based on the amount of time the student spent in attendance or academic activity. Up through the 60% point in each semester, a pro rata schedule is used to determine the amount of funds the student has earned at the time of withdrawal. After the 60% point in the payment period or period of enrollment, a student has earned 100% of the Title IV funds the student was scheduled to receive during the period.

Unofficial Withdrawal
Students who stop attending class but do not officially withdraw are considered to be unofficially withdrawn. All students who unofficially withdraw before the midpoint of the term will be assigned an unofficial withdrawal date identified as the 50% point of the term. Students with documented academic activity beyond the midpoint of the term may be assigned a later withdrawal date.

Students who disagree with the midpoint calculation and can provide evidence that their academic activity extended past the 50% point, can submit an appeal to the Academic Affairs department. Students have up to the end of the following semester to challenge the return of federal aid due to a reported lack of academic activity. Once the appeal is received, the Academic Affairs will review your appeal within 30 days and notify you on any adjustments made to your account and aid eligibility. The College will adjust its portion of the students ‘earned’ Title IV based on the College’s Return to Title IV Policy.

Students who stop attending class, but do not formally withdraw, may receive a grade of ‘F’ and could face financial aid and/or Satisfactory Academic Progress repercussions in the upcoming semesters. Unless otherwise specified in a program/course of attendance procedure as required by the program accreditation/licensing agency, students will not be withdrawn by an instructor for attendance.

Last Day of Academically Related Academic Activity Guidelines
The last date of academically related academic activity (LDA) is to appropriately assess the academic standards and financial eligibility for students. The LDA will be documented by the instructor/faculty. An academically related activity is demonstrated through active academic activity (simply logging into an online class is not considered active academic activity). Academically related activities include, but are not limited to the following:
• Physically attending a class where there is an opportunity for direct interaction between the instructor and students
• submitting a current academic assignment
• completing an exam, an interactive tutorial, or computer-assisted instruction
• participating in an online discussion within a course
• Initiating contact with a faculty member to ask questions or receive assistance about the academic subject studied in the course.

Auditing
Students may be permitted to audit selected classes provided space is available (program enrolled students receive priority). Fees for auditing courses are the same as those required for credit class. Students are not permitted to change from audit to credit or from credit to audit after 10% of scheduled class time has elapsed. Students auditing classes are not required to take exams; however, the instructor may request that students demonstrate required knowledge before being allowed to perform certain tasks or to operate equipment. A grade of “AU” will be assigned to an audited class.

Re-Admission
Students dismissed or suspended from the College because of administrative action, absenteeism, or academic reasons may apply to re-enter at the beginning of any term following the dismissal or suspension period if appropriate classes can be arranged. Application to re-enter must be made through the Admissions office. Re-application does not guarantee acceptance. If any student who has previously been enrolled in a program at SGTC and interrupts his/her attendance for one term then re-enrolls at the College, he/she will be required to complete the curriculum requirements in place at the time of re-enrollment.

Advanced Placement/Prior Learning Assessment
South Georgia Technical College supports the concept of advanced placement and assessment of prior learning. SGTC is aware that the equivalent to technical level learning may occur in a variety of settings. Advanced placement may allow a student to receive course credit based on previous experience, formal or informal, and results in advanced standing within a diploma area.

Credit may be awarded when training experience corresponds closely with courses offered at South Georgia Technical College. The Registrar and Vice President for Academic Affairs will evaluate each request and award credit when appropriate. A grade of “EX” will be posted on the student’s transcript to denote when credit is awarded. Exemption credit is not calculated in the grade point average.

Institutional Exemption Exam
South Georgia Technical College allows students to exempt classes by demonstrating thorough mastery of written and/or performance exams that have been developed by each program and adequately demonstrates achievement of the necessary competency level.

Each program has a published list of courses that can be exempted. These lists are available in the Academic Affairs Office.

A student may apply for exemption by completing the Institutional Exemption Exam form (see instructor or advisor). There is a per credit hour fee of 25% of tuition for the course to take the exemption exam, payable with the Institutional Exemption Exam Form. (Fee subject to change without notice.) No fee shall be charged to students taking an exam to validate articulated credit from high school.

The exemption exam for a particular class can be taken only once. A student must score an 80% or above for successful completion of the exam.

A student who enrolls in a course and receives a WF or a failing grade may not take the exemption exam for that specific course.

A grade of “EX” is assigned to an exempted course.

Transfer Credit
Transfer credit may be awarded for courses completed with a “C” or better from a college, university, or other postsecondary institution accredited by a regional or national accrediting agency recognized by the U.S. Department of Education. Transfer credit may be awarded for military training or corporate courses where appropriate. Students seeking to use veterans benefits (all chapters) must provide all transcripts from previous institutions. There is no charge for transfer credit.

Students desiring transfer of credit must (1) furnish the Registrar with an official transcript from a college, university, or other postsecondary institution accredited by a regional or national accrediting agency recognized by the U.S. Department of Education; (2) furnish a catalog or official course description and/or syllabus if required; and (3) make a request to the Registrar for transfer credit.

The Registrar, in conjunction with the appropriate Dean for Academic Affairs, the Curriculum Committee, and involved program faculty member(s) when necessary, will evaluate all pertinent course information and award transfer credit when appropriate. SGTC reserves the right to test proficiency to verify mastery of current competencies for all coursework that is being considered for transfer. Transfer credit will be posted to the student’s transcript which is on file in the Student Affairs Office. Transfer credit will be indicated by the use of the letters “TR” and is not calculated in the grade point average.

Military Training Credit Policy
Credit may be awarded to students who have received training in the Armed Forces. Students requesting credit for Armed Forces’ training should submit a training certificate to the Registrar.

This training should be certified by the Guide to the Evaluation of Education Experience in the Armed Services, published by the American Council on Education or by the official Catalog of the Community College of the Air Force.

All students receiving educational benefits from the Veterans Administration must furnish a training certificate from any Armed Forces’ training and will be given credit for any class(es) which is required in their program of study at SGTC.

Transcript Request
South Georgia Technical College has retained Parchment Transcript Services to accept transcript orders online. Current and former students can begin their transcript order by following this link: https://www.parchment.com/u/registration/6346540/institution. A $10 fee will be charged for each copy. Additional fees may apply depending on sending method.

PLEASE NOTE: South Georgia Technical College does not accept transcript orders via fax or email. In person requests will be required to complete the online transcript process.

To access an unofficial transcript:
1. Login to BannerWeb.
2. Click on Student Services & Finanial Aid.
3. Click on Student Records.
4. Select View Unofficial Academic Transcript.
5. Click Submit.

Forfeiture Of Credit
By registering for a course for which the student has already received credit, a student forfeits the previous credit in that course for graduation purposes. The student’s official grade in the class will be the one earned on repetition. Although both grades remain on the record and are computed in the cumulative Grade Point Average, only the final attempt will be calculated for the purpose of graduation requirements.

Graduation and Diploma Policy
All diploma or degree program students must achieve regular program admission status prior to applying for graduation. All students eligible for graduation are encouraged to participate in the ceremony. This includes all students who have completed programs of study since the previous graduation. Graduates with a cumulative GPA of 3.90 or higher will be recognized at presidential honor graduates. Those graduates with a cumulative GPA of 3.70-3.89 will be recognized as honor graduates. Both presidential honor graduates and honor graduates will be recognized as honor graduates and will be given an honor stole to wear with their cap and gown at graduation exercises. Students with any incomplete graduation requirements will not be eligible to receive honors recognition.

Effective April 1992, a GED or high school diploma is required for graduation from any degree or diploma program at South Georgia Tech. In addition to a GED or high school diploma, to be eligible for graduation, each student must satisfactorily complete the program of study as outlined by each department. A graduation grade point average of at least 2.00 is required for graduation. The graduation grade point average is calculated only on those courses required for graduation. When a class is taken more than once, the most recent grade will be used in calculating the grade point average for graduation.

It is the student’s responsibility to complete an Application for Graduation and make payment of the graduation fee. It must be submitted to the Student Affairs Office 45 class days prior to the date of expected graduation. The application must be signed by the student’s advisor. The student’s records will be evaluated as to successful completion of the program.

Effective Fall Quarter, 1991, the following policy concerning class requirements for graduation was implemented:
Any student enrolling in programs at South Georgia Technical College will be allowed to graduate under the terms of the curriculum in place at the time of registration. This policy will remain in effect provided the student does not interrupt attendance at the College for one term or is enrolled in an approved co-op program with the College.

If any student who has been previously enrolled in a program at South Georgia Technical College does interrupt attendance for one term and re-enrolls at the College, the student will be required to complete the curriculum requirements in place at the time of re-enrollment. Co-op students will be allowed two consecutive terms before being required to complete curriculum requirements from the time of re-enrollment.

Residence Requirements for Degree/Diploma
South Georgia Technical College requires that a minimum of twenty-five percent (25%) of the course work of a particular program of study be completed at South Georgia Technical College.

Student Privacy Rights
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are as follows:
1. The right to inspect and review the student’s education records within 45 days of the day SGTC receives a request for access. Students should submit to the Registrar a written request that identifies the record(s) they wish to inspect. The SGTC official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask the college to amend a record that they believe is inaccurate or misleading. They should write the SGTC official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
If SGTC decides not to amend the record as requested by the student, the college will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to college officials with legitimate educational interests. A college official is a person employed by SGTC in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom SGTC has contracted (such as an attorney, auditor, or collection agent); a person serving on a school board; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by SGTC to comply with the requirements of FERPA.

The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605

In accordance with the federal law outlined above, SGTC will release the following information as directory information:

• Full name of student
• Major and field(s) of study
• Dates of attendance
• Enrollment status (i.e., full or part-time, undergraduate, graduate)
• Participation in official sports and activities
• Height and weight of athletic team members

FERPA Objection
Any adult student or minor student’s parent who objects to the release of this directory information under the Family and Educational Rights and Privacy Act should file an objection in writing clearly stating what directory information should not be released to third parties. Forms are available in the Registrar’s office for filing a FERPA Objection.

Another federal law, known as the Solomon Amendment, requires South Georgia Technical College to release student recruitment information to military recruiters. Student recruitment information is defined as: name, address, telephone number, age, major, date(s) of attendance (semester of enrollment), degree awarded.

If you do not wish to have student recruitment information released to third parties, you may file a FERPA Objection in the office of the Registrar.

Open Records Request
The State of Georgia’s Open Records Act Officer is the President of South Georgia Technical College. All Open Records requests must be sent to him: Dr. John Watford, South Georgia Technical College, 900 South GA Tech Parkway, Americus, GA, 31709 or jwatford@southgatech.edu.